Hay Springs City Council Minutes August 9, 2016


Call to Order:  Mayor Richard McKay called the Regular Meeting of the Hay Springs City Council to order at 7:01 p.m. Council persons Jim Varvel, Luke Marcy, Marcella Hale and Keith Kearns were present. City Attorney Jamian Simmons was present. It was noted that the Open Meetings Act is posted.

Minutes Approval:  Kearns made motion, Marcy seconded to approve the minutes from July 12, 2016 Regular Meeting. All voted aye. Motion carried.

Agenda Approval:  Varvel made motion, Hale seconded to approve the agenda for August 9, 2016 meeting. All voted aye. Motion carried.

SDL approval for Sherri Elwood “Legion Stag” Oct. 29, 2016: Varvel made motion, Kearns seconded to approve SDL for the Legion Stag.

SDL approval for Julie Haugen “Oktoberfest” Oct. 1, 2016: Hale made motion, Marcy seconded to approve SDL for Oktoberfest Fundraiser.

Airport Lighting – Vern Platt: The airport uses a pilot controlled lighting system. Presented that the airport pilot controller needed replaced and the estimated cost was $2830. Three airports in the state of Nebraska have automatic lighting on a soft runway. The system our airport has is obsolete. Kearns asked if there was more than one place to get bids for the equipment. Vern replied that it is limited unless you want to do a complete overhaul. The system the airport has is familiar and known to work. He mentioned the airport group has $1,000 available. Asked council to help with costs. Kearns made motion, Varvel seconded to approve assisting in purchasing of the airport lighting system controller and to cover the difference of $1830.

Public concerns: Librarian filed a concern with Mayor. Group discussion. No action taken. Mayor complaint: several people driving at excessive speeds up Main Street and by Mayor’s home. Mayor went to Sheridan County Commissioners meeting where they discussed county law enforcement. Mayor has issues with people who have no concern for public access. Advised to collect license plate numbers and forward to Sheriff. No action taken.

Reports of Officers, Boards and Committees:

Street/Water/Clerk: Lists were submitted by employees. No questions asked  by council; Krystyn Turman - Pioneer Manor: Census is good. Staffing continues to be a problem, especially as school starts. Next year is the 50th anniversary for the nursing home;  Jim Varvel –Finance:  No concerns. Treasurer’s Report, revenue is not as it should be. The clerk is still learning the system. Overall everything looks good ; Keith Kearns – SWANN: Meeting on the 21st of July. Went through May and June bills. Last three years continue to be consistent. Revenue is running about 2% higher than expenses. Consideration of and presented salary schedule that expanded on number of employees reaching end of step system. Contracted to have that extended and salary comparison in neighboring agencies. Approved the director’s salary. Hasn’t had a raise the previous two years so they approved to give him a raise. Approached by person who neighbors land on south, fencing there needs replaced because of farm dam that goes through there. Looking into having land surveyed. Interested in possibly purchasing the land. SWANN has wood chips available ; Jim Varvel – Lister-Sage: Meeting postponed. Facility improvements and planning for Oktoberfest; Richard McKay – Mayor: Took one week of vacation visiting family. Spent some time with pool employees. Issue with obedience of directorship. Some rumors were squelched. Talked with Commissioners about law enforcement. Talked with Terry Robbins about law enforcement. Talked with Jess Hurlbert about lagoons. Checked in with city crew;  Pool Improvement Committee: Suggested to invite the pool manager in at the end of the season to give an update of what to plan for next year. Should be coming in after Friendly Festival to finish painting the pool.       


PADD Update: Daniel Bennett will have an August 31st public planing meeting. He will have the final planning documents ready. He will be here at September meeting for final council approval.

Water Loss Report: 37% loss. No change from last month. One service changed that was leaking. Valve at football field replaced.

Follow-up on Lagoon/Update: Mayor reported that a letter was sent to NDEQ. Ok with what was planned. A go ahead. Waiting to get ponds pumped down to get moving.

Pivot Contract Approval: City Attorney Jamian Simmons reported she has tried to get in contact with land owner’s attorney. No response. Moved to September meeting.

Sidewalk Replacement: Continuing to assess which properties have vacated sidewalks. Moved to September meeting.

Resolution #16-016, approval subdivision W 1/2SW 1/4 2-31-46 (Greenough/Palmer): Resolution #16-016 was approved by city council on August 9, 2016. Kearns made motion to approve resolution detailing the division of the lot with legal description included with the resolution. Marcy seconded. All voted aye. Motion carried.

Mike Harms – Viaero Power Pole: Discussion previously made but no formal approval. Two lots 112 and 114 North Main secured for pole site. 60 foot class 2 or class 3 power pole. Bury the pole 8 foot in the ground. Cabinet to one side houses electronics. Small footprint, won’t take up a lot of space. If the city would like to have it fenced in that can be done. City does not have zoning regulations. The City does have ordinances that require a building permit. Advised to fill out a building permit form that City Attorney Jamian Simmons will email him and the council then has to approve it. Submit the completed building permit form to the City Clerk and it will be put on the agenda for the September meeting. Kearns expressed the public’s concerns that the pole be located at the rear of the property. Tower communication done through microwaves and has to be aligned to communicate. That will determine the location of the pole in the lots.

Game and Parks Well “first and old rail cite”: Need to visit with NRD and get rules and regulations reviewed to assess whether the well could be usable. A concern of water quality.

Update on cemetery progress- Marcella Hale: Suggested that it was possible to get past monument. Access on north road discussed. To complete preliminary design and graphing is $3700. To complete final drafting for four exterior corners is $2200 more. 8 blocks about $1200 each. Cost of platting 12 blocks would be $8300. There was more discussion about road accesses. Kearns made motion to approve up to $8300 to do preliminary design and final drafting to set necessary blocks and do platting for the northeast two blocks for the new cemetery. Varvel seconded. All voted aye. Motion carried.

Ron Hanks Well - $500: Approved but wasn’t paid. Purchase agreement signed but not completed or dated. Agreement required that title insurance was ordered by the City. That has been done. A deed and an easement are ready. Move to September meeting with results of title insurance and necessary signatures.

Fuller Construction - $805.28: Varvel met with architect that brought change orders. Council had approved change order 4-7-11 and hospital paid change order due to confusion. Kearns made motion to reimburse Chadron Community Hospital $805.28 that was paid to Fuller Construction, Marcy seconded. All voted aye. Motion carried.


Claims Approval:  Varvel made motion, Kearns seconded to approve claims as submitted. All voted aye. Motion carried. Sackers $196.06; Petty Cash $67.10; Coe Engineering $530; Northwest Pipe Fittings, Inc. $384.62; Pioneer Research Corporation $528.65; Utility Service Co., Inc. $751.28; MCI $118.90; Roberts Electric $7.62; Nebraska Public Health Environment $262; Bomgaars $383.81; Hip Hop $351.25; SourceGas $3065.18; Assurant Employee Benefits $203.79; Blue Cross Blue Shield $1068.66; Olsson Associates $57.10; Fuller Construction, Inc. $795.30; Nebraska Public Power District $5451.62; Great Plains Communications $337.62; EMC insurance Companies $3039.72; League of Nebraska Municipalities $916; Sheridan County Journal Star $40; Arnold Pool Company $69.45; SWANN $6900.26; J&C Lawn Service $123.35; Ideal Linen Supply $38.69; J&L Grocery $92.63; Norms Napa $314.01; Hay Springs Lumber $1278.29; Nebraska Total Office $32.06; Westco $548.09; Security First Bank $1570.37; Sandhills News, Inc. $116.56; Powerplan $1232.14; Smith, King and Simmons, P.C. $145.83; Metal Products $24.21; Lawson Products $735.05; Northwest Rural Public Power $586.71; Bluffs Sanitary Supply $1072.96; Hills Materials Company $2891.78; Data Technologies, Inc. $712.50; One Call Concepts, Inc. $11.01; A One Janitorial $283.65; Panhandle Area Development District $441.80; Lois Dewitt $100; Postmaster $102.68; American Funds Service Company $268.84

Treasurer’s Report Approval: The Clerk is working with DataTech to correct revenue. The expenditures are all there. Varvel made motion to approve Treasurer’s Report understanding that it is being corrected. Hale seconded. All voted aye. Motion carried.

Hay Springs Housing Authority Board Commissioner Approval: City council approved Deb Smith to be the Housing Authority Board Commissioner. Hale made motion, Marcy seconded. All voted aye. Motion carried.

Law Enforcement for City of Hay Springs: Mayor got a copy of Rushville’s agreement with Sheridan County Police Department. Suggested we need to do something for the protection of our community and our youth. There was much discussion. Council feels there is no need for law enforcement. Asks the public to use safer driving habits.

Health Insurance Policy Renewal – Ted B.: Council approved health insurance with no changes for 2016-2017. Kearns made motion to approve continuation of current health insurance policy, Hale seconded. All voted aye. Motion carried.

Legion Hall – payment amount for cleaning/deposit amounts: Previous cleaning arrangements not done in a timely manner or with cooperation in using City provided equipment. Hale responded she will handle finding someone to clean the Legion Hall henceforth.

Airport Farm Lease Agreement renewal – advertise? bids?: Farm lease terminates September 30, 2016. There is not a renewal clause. It is not an automatically renewing lease. Surrender at the end of the term. Approximately 44 acres. Current lease is $825 per year. There was much discussion about time frame and crop rotation. Kearns made motion to advertise in Sheridan County Journal Star and Hip Hop for bids on the farm lease with the bids no longer being accepted past the date of September 1, 2016. Bids will be opened and read at September council meeting. Farm lease changed to a five year term. Hale seconded. All voted aye. Motion carried.

Airport Hangar Lease Agreement renewals: Leases were re-executed with the current lease of $60 per month for steel hangar and $30 per month for the wooden hangar. There was discussion.

No executive session.

Items for next meeting were discussed.

There being no further business, Kearns made motion, Varvel seconded to adjourn at 8:25 p.m. All voted aye. Motion carried.

Richard E. McKay


Kayley R. Taylor

City Clerk/Treasurer

Published: August 24, 2016